The International Association of Lions Clubs CONSTITUTION and BY-LAWS of DISTRICT 12-N Fiscal Year 2017-2018 Adopted February 24, 2018 Page 1
Lions Clubs International PURPOSES TO ORGANIZE, charter and supervise service clubs to be knows as Lions clubs. TO COORDINATE the activities and standardize the administration of Lions clubs. TO CREATE and foster a spirit of understanding among the peoples of the world. TO PROMOTE the principles of good government and good citizenship. TO TAKE an active interest in the civic, cultural, social and moral welfare of the community. TO UNITE the clubs in the bonds of friendship, good fellowship and mutual understanding. TO PROVIDE a forum for the open discussion of all matters of public interest; provided, however, that partisan politics and sectarian religion shall not be debated by club members. TO ENCOURAGE service-minded people to serve their community without personal financial reward, and to encourage efficiency and promote high ethical standards in commerce, industry, professions, public works and private endeavors. VISION STATEMENT TO BE the global leader in community and humanitarian service. MISSION STATEMENT TO EMPOWER volunteers to serve their communities, meet humanitarian needs, encourage peace and promote international understanding through Lions clubs. Adopted February 24, 2018 Page 2
DISTRICT 12-N CONSTITUTION ARTICLE I Name... 7 ARTICLE II Purposes... 7 ARTICLE III Membership... 7 ARTICLE IV Emblem, Colors, Slogan and Motto SEC. 1 Emblem... 8 SEC. 2 Use of Name and Emblem... 8 SEC. 3 Colors... 8 SEC. 4 Slogan... 8 SEC. 5 Motto... 8 ARTICLE V Supremacy... 8 ARTICLE VI Officers and District Cabinet SEC. 1 Officers... 9 SEC. 2 District Cabinet... 9 SEC. 3 Election/Appointment of District Cabinet... 9 SEC. 4 Removal... 9 ARTICLE VII District Convention SEC. 1 Time and Place... 10 SEC. 2 Club Delegate Formula... 10 SEC. 3 Quorum... 10 SEC. 4 Special Convention... 10 ARTICLE VIII District Dispute Resolution Procedure SEC. A Disputes Subject to Procedure... 11 SEC. B Complaints and Filing Fee... 11 SEC. C Response to Complaint... 12 SEC. D Confidentiality... 12 SEC. E Selection of Conciliators... 12 SEC. F Conciliation Meeting & Decision of Conciliators... 13 ARTICLE IX Amendments SEC. 1 Amending Procedure... 14 SEC. 2 Automatic Update... 14 SEC. 3 Notice... 14 SEC. 4 Effective Date... 14 Adopted February 24, 2018 Page 3
BY-LAWS ARTICLE I Nominations and Endorsement Third Vice President and International Director Nominees SEC. 1 Endorsement Procedure... 15 SEC. 2 Nomination... 15 SEC. 3 Seconding Speech... 15 SEC. 4 Vote... 15 SEC. 5 Certificate of Endorsement... 15 SEC. 6 Validity... 15 ARTICLE II District Nominations, Elections and Appointments SEC. 1 Nominating Committee... 16 SEC. 2 District Governor Election Procedure... 16 SEC. 3 First and Second Vice District Governor Election Procedures... 16 SEC. 4 Ballot... 16 SEC. 5 District Governor Vacancy... 17 SEC. 6 First and Second Vice District Governors and Other Vacancies... 17 SEC. 7 Region/Zone Chairperson Qualifications... 18 SEC. 8 Appointment/Election of Region/Zone Chairperson... 18 SEC. 9 Region/Zone Chairperson Vacancy... 18 ARTICLE III Duties of District Officers/Cabinet SEC. 1 District Governor... 18 SEC. 2 First Vice District Governor... 19 SEC. 3 Second Vice District Governor... 20 SEC. 4 Cabinet Secretary Treasurer... 20 SEC. 5 Global Service Team (GST) District Coordinator... 21 SEC. 6 Global Membership Team (GMT) District Coordinator... 22 SEC. 7 Global Leadership Team (GLT) District Coordinator... 22 SEC. 8 LCIF District Coordinator... 23 SEC. 9 Region Chairperson... 24 SEC. 10 Zone Chairperson... 24 SEC. 11 District Governor s Cabinet... 25 SEC. 12 Sergeant-at-Arms... 26 SEC. 13 Past District Governors... 26 ARTICLE IV District Committees SEC. 1 District Governor s Advisory Committee... 26 SEC. 2 District Global Action Team... 26 SEC. 3 District Governor s Honorary Committee... 26 SEC. 4 District Cabinet Committees... 26 ARTICLE V Meetings Adopted February 24, 2018 Page 4
SEC. 1 District Cabinet Meetings... 27 SEC. 2 Alternative Meeting Formats... 27 SEC. 3 Business Transacted by Mail... 27 SEC. 4 Regions and Zones... 28 ARTICLE VI District Convention SEC. 1 Convention Site Selection... 27 SEC. 2 Official Call... 28 SEC. 3 Site Change... 28 SEC. 4 Officers... 29 SEC. 5 Sergeant-at-Arms... 29 SEC. 6 Official Report... 29 SEC. 7 Credentials Committee... 29 SEC. 8 Order of Convention Business... 29 SEC. 9 District Convention Committees... 29 ARTICLE VII District Administration Fund SEC. 1 District Revenue... 29 SEC. 2 Student Membership Dues... 30 SEC. 3 Remaining Funds... 30 ARTICLE VIII District Projects-Activities Fund SEC. 1 Not for Profit Entity... 30 SEC. 2 District Projects-Activities Budget... 30 SEC. 3 Sources and Uses of Funds... 31 ARTICLE IX District Projects and Grants... 32 SEC. 1 District Projects... 32 SEC. 2 Designating District Projects... 32 SEC. 3 Designated District Projects... 32SEC. 4 District Governor s Emergency Fund.32 SEC. 5 District Discretionary Fund... 32 SEC. 6 - District Grants... 33 SEC. 7 Gifts and Grants... 33 SEC. 8 Reports... 33 ARTICLE X - District Communication... 34 SEC. 1 Authority... 34 SEC. 2 Responsibility... 34 SEC. 3 Funding... 34 ARTICLE XI Miscellaneous SEC. 1 District Governor Expenses International Convention... 34 SEC. 2 Financial Obligations... 35 Adopted February 24, 2018 Page 5
SEC. 3 Cabinet Secretary Treasurer Bond... 35 SEC. 4 Audit or Review of Books... 35 SEC. 5 Compensation... 35 SEC. 6 Fiscal Year... 35 SEC. 7 Rules of Procedure... 35 ARTICLE XII Amendments SEC. 1 Amending Procedure... 35 SEC. 2 Automatic Update... 36 SEC. 3 Notice... 36 SEC. 4 Effective Date... 36 EXHIBIT A Rules of Procedure District 12-N Convention... 37 EXHIBIT B Rules of Procedure Special Meeting to Recommend a Lion for Appointment as District Governor... 40 EXHIBIT C Rules of Procedure Special Meeting to Recommend a Lion for Appointment as First or Second Vice District Governor... 42 EXHIBIT D Nominating Committee Checklist District Governor Candidate... 44 EXHIBIT E Nominating Committee Checklist First Vice District Governor Candidate... 45 EXHIBIT F Nominating Committee Checklist Second Vice District Governor Candidate... 46 EXHIBIT G Standard Ballot District Governor, First Vice District Governor & Second Vice District Governor... 47 Adopted February 24, 2018 Page 6
DISTRICT 12-N CONSTITUTION ARTICLE I Name This organization shall be known as Lions District No. 12-N of Multiple District 12, Tennessee, Lions Clubs International, hereinafter referred to as District 12-N or district. The purposes of this district shall be: ARTICLE II Purposes (a) To provide an administrative structure with which to advance the Purposes of Lions Clubs International in this district. (b) To create and foster a spirit of understanding among the peoples of the world. (c) To promote the principles of good government and good citizenship. (d) To take an active interest in the civic, cultural, social and moral welfare of the community. (e) To unite the members in the bonds of friendship, good fellowship and mutual understanding. (f) To provide a forum for the open discussion of all matters of public interest; provided, however, that partisan politics and sectarian religion shall not be debated by club members. (g) To encourage service-minded people to serve their community without personal financial reward, and to encourage efficiency and promote high ethical standards in commerce, industry, professions, public works and private endeavors. ARTICLE III Membership The members of this organization shall be all Lions clubs in this district chartered by Lions Clubs International. The boundary lines of this district shall be as follows: the Tennessee Counties of Anderson, Blount, Campbell, Carter, Claiborne, Cocke, Grainger, Green, Hamblen, Hancock, Hawkins, Jefferson, Johnson, Knox, Loudon, Morgan, Roane, Scott, Sevier, Sullivan, Unicoi and Washington. For a club to be in good standing, it must meet the following criteria as set forth in the International Board Policy Manual: 1) It is not on Status Quo or financial suspension. 2)It is operating in accordance with the provisions of the International, Multiple District 12, and District 12-N Constitution and By-Laws and with International Board Policy. 3) It has paid in full current International, Multiple District 12, and District 12-N dues. 4) It has no unpaid balance with International of more than $50.00, which is ninety (90) days past dur. Adopted February 24, 2018 Page 7
ARTICLE IV Emblem, Colors, Slogan and Motto Section 1. EMBLEM. The emblem of this association and each chartered club shall be of a design as follows: Section 2. USE OF NAME AND EMBLEM. Use of the name, goodwill, emblem and other logos of the association shall be according to the guidelines established from time to time in the by-laws. Section 3. COLORS. The colors of this association and of each chartered club shall be purple and gold. Section 4. SLOGAN. Its Slogan shall be: Liberty, Intelligence, Our Nation s Safety. Section 5. MOTTO. Its Motto shall be: We Serve. ARTICLE V Supremacy The Standard Form District Constitution and By-Laws shall govern the district unless otherwise amended so as not to conflict with the Multiple District and International Constitution & By-Laws and policies of Lions Clubs International. Whenever there may exist a conflict or a contradiction between the provisions set out in the district constitution and by-laws and the multiple district constitution and by-laws then the multiple district constitution and by-laws shall govern. Whenever there may exist a conflict or a contradiction between the provisions set out in the district constitution and by-laws and the International Constitution and By-Laws, then the International Constitution and By-Laws shall govern. Adopted February 24, 2018 Page 8
ARTICLE VI Officers and District Cabinet Section 1. OFFICERS. The officers of this district shall be the district governor, the immediate past district governor, the first and second vice district governors, the region chairpersons (if the position is utilized during the district governor s term), the zone chairpersons and a cabinet secretary-treasurer or a cabinet secretary and a cabinet treasurer. Each such officer shall be a member in good standing of a Lions club in good standing in the district. 1 Section 2. DISTRICT CABINET. The district shall have a district cabinet composed of the district governor, the immediate past district governor, the first and second vice district governors, the region chairpersons (if the position is utilized during the district governor s term), the zone chairpersons, Global Membership Team district coordinator, Global Leadership Team district coordinator, Global Service Team district coordinator, LCIF district coordinator, a cabinet secretary-treasurer or a cabinet secretary and a cabinet treasurer, and the Past District Governors. Each such cabinet member shall be a member in good standing of a Lions club in good standing in the district. 2 Section 3. ELECTION/APPOINTMENT OF DISTRICT CABINET. The district governor and first and second vice district governors shall be elected at the annual convention of the district. The district governor shall appoint by the time he/she takes office, the cabinet secretary-treasurer or a cabinet secretary and a cabinet treasurer, one region chairperson for each region (if the position is utilized during the district governor s term), and one zone chairperson for each zone, in the district, sergeant at arms and such other club members as may be included in the district cabinet. Section 4. REMOVAL. Members of the District Cabinet other than the District Governor 3, First Vice District Governor and Second Vice District Governor may be removed from office for cause 4 by the affirmative vote of two-thirds (2/3) of the entire number of the District Cabinet. 1 The officers listed in this section are the minimum officers required for a district cabinet. Should the district add additional officers, they may through amendment of this section. 2 The cabinet members listed in this section are the minimum cabinet members required. Should the district add additional cabinet members, they may through amendment of this section. 3 The district governor may be removed by 2/3 vote of the entire International Board of Directors in accordance with Article V Section IX of the International Constitution. 4 For cause may be any reason as determined by the district cabinet in accordance with ROBERT S RULES OF ORDER NEWLY REVISED. Adopted February 24, 2018 Page 9
ARTICLE VII District Convention Section 1. TIME AND PLACE. An annual convention of the district shall be held in each year to conclude no less than thirty (30) days prior to the convening of the international convention at a place selected by the delegates of a previous annual convention of the district and at a date and time fixed by the district governor. A meeting of the registered delegates of the district in attendance at the annual convention of the multiple district of which this district shall be a part may constitute the annual convention of the district. 5 Section 2. CLUB DELEGATE FORMULA. Each chartered club in good standing in Lions Clubs International and its district (single or sub- and multiple) shall be entitled in each annual convention of its district (single or sub- and multiple) to one (1) delegate and one (1) alternate for each ten (10) members, who have been enrolled for at least one year and a day in the club or major fraction thereof, of said club as shown by the records of the international office on the first day of the month last preceding that month during which the convention is held. The major fraction referred to in this section shall be five (5) or more members. Each certified delegate present in person shall be entitled to cast one (1) vote only for each office to be filled by, and one (1) vote only on each question submitted to, the respective convention. Unless otherwise specified herein, the affirmative vote of a majority of the delegates voting on any question shall be the act of the convention. All eligible delegates must be members in good standing of a club in good standing in this district. 6 Delinquent dues may be paid and good standing acquired up to fifteen (15) days prior to the close of credential certification, as such closing time shall be established by the rules of the respective convention. 7 Section 3. QUORUM. The attendance in person of a majority of the delegates registered at a convention shall constitute a quorum at any session of the convention. Section 4. SPECIAL CONVENTION. A Special Convention of the clubs of the District may be called by a two-thirds vote of the District Cabinet at such time and place as they shall determine; provided that such Special Convention shall conclude no less than 30 days prior to the convening date of the International Convention and that such Special Convention shall not be convened for the election of the district governor, first vice district governor or second vice district governor. Written notice of the Special Convention setting forth the time, place and purpose thereof, shall be 5 There is no restriction to holding the location of the district convention outside the geographic location of the district unless otherwise restricted by amendment of the district constitution and by-laws. 6 It is not required for a member to be enrolled in a club for a year and a day in order to qualify as an eligible delegate. 7 The district may amend this provision to allow for a past district governor to vote apart from a club delegate quota. Pursuant to Article IX Section III of the International By-Laws, FURTHER PROVIDED, that each district (single, sub- and multiple) may, by express provision in its respective constitution and by-laws, grant full delegate status to each past district governor who is a member of a club in such district independent of the club delegate quotas hereinabove specified. Adopted February 24, 2018 Page 10
provided to each club in the District by the District Cabinet Secretary, no less than 30 days prior to the convening date of the Special Convention. A. Disputes Subject to Procedure ARTICLE VIII District Dispute Resolution Procedure All disputes relative to membership, club boundaries, or interpretation, breach of, or application of the district (single or sub-) constitution and by-laws, or any policy or procedure adopted from time to time by the district (single or sub-) cabinet, or any other internal Lions district (single or sub-) matters that cannot be satisfactorily resolved through other means, arising between any clubs in the district (single or sub-), or any club(s) and the district (single or sub-) administration, shall be settled by the following dispute resolution procedure. Except as otherwise provided herein, any time limits specified in this procedure may be shortened or extended by the district governor, or, in the event the complaint is directed against the district governor, the immediate past district governor, conciliators or the International Board of Directors (or its designee) upon a showing of good cause. All parties to any dispute subject to this procedure shall not pursue administrative or judicial actions during this dispute resolution process. (1) All disputes relative to membership, club boundaries, or interpretation, breach of, or application of the district (single or sub-) constitution and by-laws, or any policy or procedure adopted from time to time by the district (single or sub-) cabinet, or any other internal Lions district (single or sub-) matters arising between any clubs in the district (single or sub-), or any club(s) and the district (single or sub-) administration, that cannot be satisfactorily resolved after first communicating and attempting to resolve informally, shall be settled by the following dispute resolution procedure. B. Complaints and Filing Fee Any Lions club in good standing within the association (the complainant ) may file a written request with the district governor or, in the event the complaint is directed against the district governor, the immediate past district governor (a complaint ), with a copy to the Legal Division, asking that dispute resolution take place under this procedure. The complaint must be filed within thirty (30) days after the complainant(s) knew or should have known of the occurrence of the event upon which the complaint is based. The complainant(s) must submit minutes signed by the club secretary certifying that a resolution in support of filing the complaint has been adopted by a majority of the entire membership of the club. A copy of the complaint shall be sent to the respondent(s). Adopted February 24, 2018 Page 11
A complaint filed under this procedure must be accompanied by a US$750.00 filing fee, or its equivalent in the respective national currency, payable by each complainant to the district (single or sub-) which shall be submitted to the district governor or, in the event the complaint is directed against the district governor, the immediate past district governor, at the time the complaint is filed. In the event the complaint is settled or withdrawn prior to a final decision by the conciliators, US$100.00 shall be retained by the district (single or sub-) as an administrative fee and US$325.00 shall be refunded to the complainant and US$325.00 shall be paid to the respondent (which shall be shared on an equal basis if there is more than one respondent). In the event the selected conciliators find the complaint to have merit and the complaint is upheld, US$100.00 shall be retained by the district (single or sub-) as an administrative fee and US$650.00 shall be refunded to the complainant. In the event the selected conciliators deny the complaint for any reason, US$100.00 shall be retained by the district (single or sub-) as an administrative fee and US$650.00 shall be paid to the respondent (which shall be shared on an equal basis if there is more than one respondent). In the event the complaint is not settled, withdrawn, upheld or denied within the time frames established by this procedure (unless an extension has been granted for good cause), then the entire fee will be automatically retained by the district (single or sub-) as an administrative fee and shall not be refunded to any party. All expenses incurred relative to this dispute resolution procedure are the responsibility of the district (single or sub-), unless established district (single or sub-) policy provides that all expenses incurred relative to this dispute resolution procedure shall be paid on an equal basis by the parties to the dispute. C. Response to Complaint The respondent(s) to the complaint may file a written response to the complaint with the district governor or, in the event the complaint is directed against the district governor, the immediate past district governor, with a copy to the Legal Division, within ten (10) days of receiving notice of the complaint. A copy of the response shall be sent to the complainant(s). D. Confidentiality Once a complaint has been filed, communications between the complainant(s), respondent(s), district governor or, in the event the complaint is directed against the district governor, the immediate past district governor, and conciliators should be kept confidential to the extent possible. E. Selection of Conciliators Within fifteen (15) days of filing the complaint, each party to the dispute shall select one (1) neutral conciliator and the selected conciliators shall select one (1) neutral conciliator, who will serve as chairperson. The selected conciliators decision relative to the selection of the conciliator/chairperson shall be final and binding. All of the selected conciliators shall be Lion leaders, preferably past district governors, who are currently members in good standing of clubs in good standing in the district (single or sub-) in which the dispute arises, other than a club Adopted February 24, 2018 Page 12
which is a party to the dispute, and shall be impartial on the matter in dispute and without loyalties to any party to the dispute. Upon completion of the selection process, the conciliators shall be deemed appointed with all authority appropriate and necessary to resolve or decide the dispute in accordance with this procedure. In the event the selected conciliators cannot agree on the selection of the conciliator/chairperson within the time frame noted above, then the selected conciliators shall be automatically deemed to have resigned for administrative reasons and the parties must select new conciliators ( the second team of selected conciliators ) who shall then select one (1) neutral conciliator/chairperson in accordance with the selection procedures and requirements described above. In the event the second team of selected conciliators cannot agree on the selection of the conciliator/chairperson from within the district (single or sub-) in which the dispute arises, the selected conciliators may select one (1) neutral conciliator/chairperson who is a member of a club in good standing outside the respective district (single or sub-). In the event the second team of selected conciliators cannot agree on the selection of the conciliator/chairperson from within or outside the district (single or sub-) in which the dispute arises, then the past international director who most recently served on the International Board of Directors from within the district (single or sub-) in which the dispute arises or from an adjacent district (single or sub-), whichever is closest in proximity, shall be appointed as conciliator/chairperson. The time limits in this Section E may not be shortened or extended by the district governor or, in the event the complaint is directed against the district governor, the immediate past district governor, or the conciliators. F. Conciliation Meeting & Decision of Conciliators Upon being appointed, the conciliators shall arrange a meeting of the parties for the purpose of conciliating the dispute. The meeting shall be scheduled within thirty (30) days of the appointment of the conciliators. The objective of the conciliators shall be to find a prompt and amicable resolution to the dispute. If such conciliation efforts are unsuccessful, the conciliators shall have the authority to issue their decision relative to the dispute. The conciliators shall issue their decision in writing no later than thirty (30) days after the date on which the initial meeting of the parties was held, and the decision shall be final and binding on all parties. The written decision shall be signed by all the conciliators, with the dissent of any conciliator properly noted, and a copy of the written decision shall be provided to all parties, the district governor or, in the event the complaint is directed against the district governor, the immediate past district governor, and, to the Legal Division of Lions Clubs International. The decision of the conciliators must be consistent with any applicable provisions of the International, Multiple District and District Constitutions and By-Laws and policies of the International Board of Directors, and is subject to the authority of and further review by the International Board of Directors at the sole discretion of the International Board of Directors or its designee. Failure to comply with the final and binding decision of the conciliators constitutes conduct unbecoming a Lion and is subject to loss of membership privileges and/or charter cancellation. Adopted February 24, 2018 Page 13
ARTICLE IX Amendments Section 1. AMENDING PROCEDURE. This constitution may be amended only at a district convention, by resolution of the Constitution and By-Laws Committee and adopted by the affirmative vote of two-thirds (2/3) of the delegates votes cast. (a) Proposal. Any proposed amendment shall originate in writing from one of the following: 1 A District 12-N Lions Club in good standing 2 District Governor 3 District Governor s Cabinet 4 Constitution and By-Laws Committee (b) Presentation. Any proposed amendment shall first be presented to the Constitution and By- Laws Committee by December 1, preceding the District Convention at which the amendment is to be presented. The Constitution and By-Laws Committee shall put the proposed amendment into proper form without changing the expressed intent of the originator, regardless of whether or not they support the intent of the proposed amendment. (c) Notice. Club member notification may be accomplished by regular mail or electronic means to each club President, or by publishing the proposed amendment in the 12-N News & Views, at least thirty (30) days in advance of the District Convention. No amendment shall be reported upon unless appropriate notification has been given. (d) Altering Amendments. Any proposed amendments to this Constitution may be amended from the floor of the District Convention, provided each amendment is relevant to the proposed amendment. Section 2. AUTOMATIC UPDATE. When amendments to the International Constitution and By- Laws are passed at the International Convention, any amendments that would have an effect on this District Constitution and By-Laws shall automatically be updated in this district constitution and by-laws at the close of the convention. Section 3. NOTICE. No amendment shall be so reported or voted upon unless the same shall have been published by regular post or electronic means to each club no less than thirty (30) days prior to the convening date of the annual convention with notice that the same will be voted upon at said convention. Section 4. EFFECTIVE DATE. Each amendment shall take effect at the close of the convention at which adopted unless otherwise specified in the amendment. Adopted February 24, 2018 Page 14
BY-LAWS ARTICLE I Nominations and Endorsement Third Vice President and International Director Nominees Section 1. ENDORSEMENT PROCEDURE. Subject to the provisions of the International Constitution and By-Laws, any member of a Lions club in the district seeking endorsements of a district convention as a candidate for the office of international director or third vice-president shall: (a) Deliver (by mail or in person) written notice of intention to seek such endorsement to the district governor and if this is a sub-district of a multiple district to the multiple district council secretary treasurer no less than 30 days prior to the convening date of the district convention at which such question of endorsement is to be voted upon; (b) Deliver with said notice of intention evidence of fulfillment of the qualifications for such office set forth in the International Constitution and By-Laws. Section 2. NOMINATION. Each notice of intention so delivered shall be transmitted forthwith by the district governor to the Nominating Committee of the respective convention, which shall review and perfect the same by obtaining from each prospective candidate any additional evidence of such intention and qualifications as may be necessary under the International Constitution and By-Laws, and shall place in nomination at the respective convention the name of each such prospective candidate who has fulfilled said procedural and constitutional requirements. Section 3. SECONDING SPEECH. Each such nominee for endorsement shall be entitled to one seconding speech of no more than three (3) minutes in duration. Section 4. VOTE. The vote on the question of endorsement shall be by secret written ballot, unless there shall be only one nominee seeking the same, in which event a voice vote may be taken. The nominee receiving a majority of the votes cast shall be declared endorsed (elected) as the candidate of the convention and district. In the event of a tie vote, or failure of one nominee to receive the required majority, on any ballot, balloting shall continue until one receives the required majority of the votes cast. Section 5. CERTIFICATION OF ENDORSEMENT. Certification of endorsement by the respective convention shall be made in writing to the international office by the district officials designated (and if the district is a sub-district in the multiple district to the multiple district council of governors) in accordance with the requirements set forth, in the International Constitution and By-Laws. Section 6. VALIDITY. No district endorsement of any candidacy of any member of a Lions club in this district shall be valid unless and until the provisions of this Article have been met. Adopted February 24, 2018 Page 15
ARTICLE II District Nominations, Elections and Appointments Section 1. NOMINATING COMMITTEE. Each district governor shall appoint by written notification received at least sixty (60) days prior to the sub-district convention, a Nominating Committee of not less than three (3) and no more than five (5) members, each of whom shall be a member in good standing of a different Lions club in good standing in the district, and shall not through the duration of their appointment hold any district cabinet or international office either by election or appointment. Section 2. DISTRICT GOVERNOR ELECTION PROCEDURES. Any qualified member of a club in the district seeking the office of district governor shall file his/her intention to so run in writing with the Nominating Committee prior to the day of its report to the convention, and furnish evidence of his/her compliance with the qualifications for said office set out in the International Constitution and By-Laws. The Nominating Committee shall place in nomination at the district convention the name(s) of all candidate(s) so qualified. 8 If none are so received and/or so qualified, then, but then only, nominations for the office may be made from the floor. A candidate shall be allowed one nominating speech of no more than five (5) minutes duration, and one seconding speech of no more than three (3) minutes duration. Section 3. FIRST AND SECOND VICE DISTRICT GOVERNOR ELECTION PROCEDURES. Any member of a club in the district seeking the office of first or second vice district governor shall file his/her intention to so run in writing with the Nominating Committee at least thirty (30) days prior to the election prior to the day of its report to the convention, and furnish evidence of his/her compliance with the qualifications for said office set out in the International Constitution and By-Laws. The Nominating Committee shall place in nomination at the district convention the names of all candidates so qualified. 9 If none are so received and/or so qualified, then, but then only, nominations for the office may be made from the floor. Each candidate shall be allowed one nominating speech of no more than five (5) minutes duration, and one seconding speech of no more than three (3) minutes duration. Section 4. BALLOT. The election shall be by secret written ballot, with the candidate or candidates required to secure a majority of the votes cast by the delegates present and voting in order to be declared elected; for purpose of such election, a majority is defined as a number more than one-half of the total valid votes cast excluding blanks and abstentions. If, on the first ballot, and subsequent ballots, no candidate receives a majority, the candidate or tied candidates receiving the lowest number of votes shall be eliminated and balloting shall continue until one candidate receives a majority. In case of a tie on any ballot, balloting shall continue on the tied candidates until one is elected. 10 8 Refer to the district governor nominating committee checklist (See Exhibit D ). 9 Refer to first and second vice district governor candidate nominating checklist (See Exhibits E and F ). 10 Recommended ballot form for district governor, first vice district governor and second vice district governor is Adopted February 24, 2018 Page 16
Section 5. DISTRICT GOVERNOR VACANCY. In the event of a vacancy in the office of district governor, the same shall be filled in accordance with the provisions of the International Constitution and By-Laws. The immediate past district governor, first and second vice district governors, the region chairpersons, zone chairpersons, the cabinet secretary and cabinet treasurer (or cabinet secretary/treasurer) and past district governors, past international directors and past international presidents in the district shall convene at a date, time and place called and determined by the immediate past district governor to select a replacement for recommendation to the International Board of Directors. 11 In order for a Lion to be eligible and qualified to be selected to fill a vacancy in the office of district governor, he/she must: (a) Be an Active Member in good standing of a chartered Lions club in good standing in his/her single or sub-district. (b) Have served or will have served at the time he/she takes office as district governor: (i) As officer of a Lions club for a full term or major portion thereof; and (ii) As a member of the district cabinet for two (2) full terms or major portion thereof. (iii) With none of the above being accomplished concurrently. It is encouraged that the first vice district governor fulfill his/her full term of office and other qualified Lions be considered for filling a vacancy in the office of district governor. Section 6. FIRST AND SECOND VICE DISTRICT GOVERNORS AND OTHER VACANCIES. Any vacancy in office except that of district governor and first and second vice district governors shall be filled by appointment from the district governor for the unexpired term. In event of a vacancy arising in the office of first or second vice district governor, the district governor shall convene a meeting of the members of the existing cabinet as provided for in the International Constitution and By-Laws and all past international officers who are members in good standing of a chartered Lions club in good standing in the district. It shall be the duty of the attendees at this meeting to appoint a qualified club member as first or second vice district governor for the remainder of the term. In filling said vacancy, it shall be the duty of the district governor, or if not available, the most recent past district governor who is available, to send out invitations to attend said meeting and it shall also be his/her responsibility to preside as chairperson of the meeting. The chairperson shall convey the results to the international office within seven (7) days together with evidence of invitations sent and meeting attendance. Each Lion who is entitled to receive an invitation to attend and is present at said meeting shall be entitled to cast one vote for the Lion of his/her choice. In order for a Lion to be eligible and qualified to be selected to fill a vacancy in the office of first or second vice district governor, he/she must: included herein as Exhibit G. 11 See Exhibit B. Adopted February 24, 2018 Page 17
(a) Be an Active Member in good standing of a chartered Lions club in good standing in his/her single or sub-district. (b) Have served or will have served at the time he/she takes office as first or second vice district governor: (i) As officer of a Lions club for a full term or major portion thereof; and (ii) As a member of the district cabinet for a full term or major portion thereof. (iii) With none of the above being accomplished concurrently. Section 7. REGION/ZONE CHAIRPERSON QUALIFICATIONS. Each region and zone chairperson shall: (a) Be an active member in good standing in his/her respective region or zone; and (b) Have served or will have served at the time of taking office as region or zone chairperson as president of a Lions club for a full term or major portion thereof, and a member of the board of directors of a Lions club for no less than two (2) additional years. 12 Section 8. APPOINTMENT/ELECTION OF REGION/ ZONE CHAIRPERSON. The district governor shall appoint, by the time he/she takes office, one region chairperson for each region (if the position is utilized during the district governor s term), and one zone chairperson for each zone, in the district. Section 9. REGION/ZONE CHAIRPERSON VACANCY. If any region chairperson or zone chairperson shall cease to be a member of a club in the region or zone, as the case may be, to which he/she was appointed, his/her term of office shall thereon cease and the district governor shall appoint a successor to fill said office. Provided, however, the district governor, in his/her discretion may determine not to use the position of region chairperson for the remainder of the term. ARTICLE III Duties of District Officers/Cabinet Section 1. DISTRICT GOVERNOR. Under the general supervision of the International Board of Directors, he/she shall represent the association in his/her district. In addition, he/she shall be the chief administrative officer in his/her district and shall have direct supervision over the first and second vice district governor, region chairpersons, the zone chairpersons, the cabinet secretarytreasurer and such other cabinet members as may be provided for in this district constitution and by-laws. His/her specific responsibilities shall be to: (a) Serve as the Global Action Team district chairperson to administer and promote membership growth, new club development, leadership development and humanitarian service to clubs throughout the district. (1) Ensure the selection of a qualified Lion leader for the positions of GST district coordinator, GMT district coordinator and GLT district coordinator. 12 A district may change the qualifications to be more or less than what is stated here. Adopted February 24, 2018 Page 18
(2) Ensure regular meetings to discuss and advance initiatives established by the District Global Action Team. (3) Collaborate with the multiple district s Global Action Team (b) Promote the Lions Clubs International Foundation and all service activities of the association. (c) Preside, when present, over cabinet, convention and other district meetings. During any period he/she is unable to so preside, the presiding officer at any such meeting shall be the first or second vice district governor, but if he/she is not available, the district officer chosen by the attending members shall preside. (d) Promote harmony among the chartered Lions clubs. (e) Exercise such supervision and authority over cabinet officers and district committee appointees as is provided in this district constitution. (f) Ensure that each Lions club in the district be visited by district governor or other district officer once every year to facilitate successful administration of the club, and that the visiting officer submit a visitation report to the International Headquarters for each visit. (g) Submit a current itemized statement of total district receipts and expenditures to his/her district convention or annual meeting of his/her district at a multiple district convention. (h) Deliver, in a timely manner, at the conclusion of his/her term in office, the general and/or financial accounts, funds and records of the district to his/her successor in office. (i) Report to Lions Clubs International all known violations of the use of the association s name and emblem. (j) Perform such other functions and acts as shall be required of him/her by the International Board of Directors through the District Governor s Manual and other directives. Section 2. FIRST VICE DISTRICT GOVERNOR. The first vice district governor, subject to the supervision and direction of the district governor, shall be the chief administrative assistant and representative of the district governor. His/her specific responsibilities shall be, but not limited, to: (a) Further the purposes of this association. (b) Perform such administrative duties assigned by the district governor. (c) Perform such other functions and acts required by the International Board of Directors. (d) Participate in the cabinet meetings, and conduct meetings in the absence of the district governor, and participate in council meetings as appropriate. (e) Assist the district governor in the review of the strengths and weaknesses of the clubs in the district, identifying the existing and potential weak clubs and establishing plans to strengthen them. (f) Conduct club visitation as the representative of the district governor when requested by the district governor. (g) Work with the District Convention Committee and assist the committee to plan and conduct the annual district convention and assist the district governor to organize and promote other events within the district. (h) At the request of the district governor, supervise other district committees. (i) Participate in the planning of the next year including the district budget. (j) Familiarize himself/herself with the duties of the district governor so that, in the event of a vacancy in the office of the district governor, he/she would be better prepared to Adopted February 24, 2018 Page 19
assume the duties and responsibilities of said office as the acting district governor until the vacancy is filled according to these by-laws and rules of procedure adopted by the International Board of Directors. (k) Conduct a district quality assessment and collaborate with the district officers, specifically members of the district s Global Action Team, and other committee chairpersons, during his/her term as first vice district governor to develop a plan for membership growth, leadership development, operational improvement and the fulfillment of humanitarian services to be presented and approved by the district cabinet during his/her term as district governor. Section 3. SECOND VICE DISTRICT GOVERNOR. The second vice district governor, subject to the supervision and direction of the district governor, shall be an assistant in the administration of the district, and representative of the district governor. His/her specific responsibilities shall be, but not limited, to: (a) Further the purposes of this association. (b) Perform such administrative duties assigned by the district governor. (c) Perform such other functions and acts required by the International Board of Directors. (d) Participate in the cabinet meetings, and conduct meetings in the absence of the district governor and first vice district governor, and participate in council meetings as appropriate. (e) Familiarize himself/herself with the health and status of the clubs in the district, review the monthly financial report and assist the district governor and the first vice district governor in identifying and strengthening the existing and potential weak clubs. (f) Conduct club visitation, as the representative of the district governor, when requested by the district governor. (g) Assist the district governor and first vice district governor in planning and conducting the annual district convention. (h) Work with the District LCIF Coordinator and assist the committee to achieve the goals of the year through regular distribution of LCIF information and materials to increase understanding and support of LCIF. (i) Work with the District Information Technology Committee and assist the committee to promote the use of the association s web site and the Internet among the clubs and members to obtain information, file reports, purchase club supplies, etc. (j) At the request of the district governor, supervise other district committees. (k) Assist the district governor, first vice district governor, and the cabinet in planning of the next year, including the district budget. (l) Familiarize himself/herself with the duties of the district governor so that, in the event of a vacancy in the offices of district governor and first vice district governor, he/she would be better prepared to assume the duties and responsibilities of said offices as the acting district governor or acting vice district governor until the vacancies are filled according to these bylaws and rules of procedure adopted by the International Board of Directors. Section 4. CABINET SECRETARY-TREASURER. He/ she shall act under the supervision of the district governor. His/her specific responsibilities shall be to: (a) Further the Purposes of this association; Adopted February 24, 2018 Page 20
(b) Perform such duties as are implied by the title of said office, including but not by way of limitation, the following: (1) Keep an accurate record of the proceedings of all meetings of the cabinet, and within five (5) days after each meeting forward copies of the same to all members of the cabinet, and the office of Lions Clubs International. (2) Take and keep minutes of the sub-district convention and furnish copies of the same to Lions Clubs International, the district governor and the secretary of each club in the sub-district. (3) Make reports to the cabinet as the district governor or cabinet may require. (4) Collect and receipt for all dues and taxes levied on members and clubs in the subdistrict, deposit the same in such bank or banks as the district governor shall determine and disburse the same by order of the district governor. (5) Remit and pay over to the multiple district council secretary-treasurer the multiple district dues and taxes, if any, collected in the sub-district, and secure a proper receipt. (6) Keep accurate books and records of account, and minutes of all cabinet and sub-district meetings, and permit inspection of the same by the district governor, any cabinet member and any club (or any authorized agent of any of them) at any reasonable time for any proper purpose. Upon direction of the district governor or the cabinet, he/she shall furnish any such books and records as requested to any auditor appointed by the district governor. (7) Secure bond for the faithful performance of his/her duties in such sum and with such sureties as may be required by the district governor. (8) Deliver, in a timely manner, at the conclusion of his/her term in office, the general and/or financial accounts, funds and records of the district to his/her successor in office. (c) Perform such other functions and acts as may be required of each by directives of the International Board of Directors. (d) If separate offices of cabinet secretary and cabinet treasurer are adopted, the duties listed in (b) are to be attributed to each of the offices according to the nature of such duties. Section 5. GLOBAL SERVICE TEAM (GST) DISTRICT COORDINATOR. The GST district coordinator is a member of the District Global Action Team. His/her responsibilities include: (a) Encourage clubs to implement service projects that are aligned with global LCI initiatives, including the LCI Service Framework. (b) Work with clubs to raise the visibility of Lions service impact in local communities. (c) Collaborate with GMT and GLT district coordinators and the Global Action Team district chairperson (district governor) to further initiatives focused on leadership development, membership retention and growth, and expanding humanitarian service. (d) Work with region, zone, and club service chairpersons to help clubs reach their service goals, ensure regular reporting in MyLCI, and encourage utilization of LCI tools (such as the App) to increase engagement in service projects. (e) Support local community service projects that create a sense of belonging and pride to the Lions and Leos in the district. Adopted February 24, 2018 Page 21
(f) Promote service projects that attract multi-generational participants, including the integration and leadership development of Leos. (g) In collaboration with the LCIF district coordinator, maximize LCIF resource utilization and fundraising and monitor LCIF grants given to the district. (h) Gather club and district feedback related to service challenges, opportunities, and successes and share information gathered with multiple district coordinator to troubleshoot/remove barriers impeding the successful implementation of service programs. Section 6. GLOBAL MEMBERSHIP TEAM (GMT) DISTRICT COORDINATOR. The GMT district coordinator is a member of the District Global Action Team. His/her responsibilities include: (a) Collaborate with the GLT and GST district coordinators and the Global Action Team district chairperson (district governor) to further initiatives focused on leadership development, membership growth and expanding humanitarian service. (b) Develop and execute an annual district membership development plan. (c) Collaborate with region, zone, and club membership chairpersons to identify communities without a club or where additional clubs can be chartered. (d) Motivate clubs to invite new members, inspire positive club membership experiences, and ensure clubs are aware of available membership programs and resources. (e) Monitor club membership reports. Recognize clubs that are increasing membership and support clubs that are losing members. (f) Work with clubs in danger of cancellation by ensuring payments are submitted on time. (g) Include diverse populations to participate in Global Action Team Initiatives. (h) Respond promptly to prospective member leads provided by the GMT multiple district coordinator or LCI, track recruitment and provide status report of the lead. (i) Complete requirements and submit applications to receive district funding from LCI for membership development activities. (j) Confirm new members are provided an effective member orientation at the club level, in collaboration with the GLT district coordinator and the club officers. (k) Provide retention strategies to clubs in collaboration with GLT and GST district coordinators. Section 7. GLOBAL LEADERSHIP TEAM (GLT) DISTRICT COORDINATOR. The GLT district coordinator is a member of the District Global Action Team. His/her responsibilities include: (a) Collaborate with your GMT and GST district coordinators and Global Action Team district chairperson (district governor) to further initiatives focused on leadership development, membership growth and expanding humanitarian service. (b) Develop and execute an annual district leadership development plan. (c) Communicate regularly with region/zone chairpersons and club vice presidents to ensure they are aware of leadership development programs and resources available. Adopted February 24, 2018 Page 22